Jobs Available at the League
For more than 75 years, the League of American Orchestras (www.americanorchestras.org) has led, supported, and championed America’s orchestras and the vitality of the music they perform. The only national organization dedicated solely to furthering the orchestral experience, the League is committed to furthering field innovation and learning, as a response to socio-demographic, technological and cultural change.
Today, the League’s serves a diverse membership of more than 2,000 organizations and individuals across North America, from world-renowned orchestras to community groups, from summer festivals to conservatories, and youth ensembles. Thanks to the League, these organizations – and the managers, artists, trustees and volunteers who work with them – convene at conferences and events; are inspired by the award-winning Symphony magazine; and benefit from vital industry reports, leadership programs and grant opportunities.
The Meeting and Logistics Coordinator is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Conferences and Business Engagement and will work in a team environment to produce events, meetings, and additional projects as required.
Roles and Responsibilities:
- Work on large-scale conferences, field-wide professional development gatherings, board meetings, and a variety of other programmed events for the Association.
- Work with Association Executives on preparation of speaker agreements, digital management of contracts, speaker bios and headshots, session descriptions, handouts, RFPs, etc.
- Coordinate event logistics and services, including technology and equipment needed to run the event, food, drinks, onsite transportation, and more
- Send and track correspondence with speakers and sponsors/exhibitors
- Assist with the coordination and creation of event publications and syllabus materials.
- Coordinate all planning meetings for conferences and other convenings with staff: draft agendas; take and circulate minutes
- Coordinate travel, lodging, and expenses for participants traveling to meetings
- Create and manage budgets and collection of registration information for events
- Assist with the creation of event materials and signage
- Oversee meeting preparation, supplies ordering, and packing/shipping of event materials
- Staff events as required including occasional travel to regional and national meetings
- Manage and coordinate use of on-site meeting spaces, serving as primary contact for members or other organizations using Association spaces.
- Provide back-up and catering support as requested.
- Data entry and daily administrative functions
- Create invoices and receipts as requested; track expenses for event budget reconciliation
- Other duties as assigned
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.
- 2+ years professional meeting experience (nonprofit or association experience preferred)
- Innovative and resourceful; actively seeks opportunities to improve meetings and events
- Experienced at negotiating and building partnerships with vendors
- Exceptional client service skills and enjoys working with the public
- Strong time management skills and ability to manage concurrent tasks efficiently
- Superior attention to detail; first class organizational skills
- High energy, positive, professional attitude, pride in work product
- Strong computer skills to include: Microsoft Office products, and experience using Salesforce or other CRM databases
- Excellent written and verbal communication skills
- Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
- Availability to work some evenings and weekends as needed and up to 4 weeks of travel annually
- A Bachelor’s degree in hospitality management or a related major, or equivalent work experience.
- An interest in working towards a Certified Meeting Planner(CMP) designation
The Director, Membership and Marketing, reporting to the Vice President, Marketing and Communications, is responsible for reinforcing the League’s value proposition in order to retain and recruit members and to increase members’ use of – and the earned-income derived by – the League’s products and services, including, but not limited to, the League’s national Conference and other events presented by the League for members and non-members.
This position is responsible for membership revenue, and for meeting established monthly, quarterly, and annual goals for revenue, recruitment, retention, and engagement. It must ensure that that information needed to analyze member engagement with the League and the results of marketing efforts are clearly delineated and readily available. The Director, Membership and Marketing must work closely and collaboratively with the Vice President, Marketing and Communications and the Director, Member Services to manage all aspects of member retention, recruitment, and engagement for orchestras, individuals, and institutions, and be an effective agent of continuous improvement of member service and marketing ROI.
- Establish and monitor annual revenue and participation goals for member orchestras and other members, e.g., universities, businesses, and individuals.
- Develop effective marketing strategies to reinforce the League’s value proposition, continually improving member recruitment and retention and increasing use of the League’s products and services, including the National Conference, governance seminars, digital learning events, and more.
- Write and oversee production and dissemination – in collaboration with the Vice President, Marketing and Communications and the Director, Media Relations and Communications – all membership materials, including, but not limited to, correspondence, renewal mailings, ads, and web pages as well as promotions, microsites, web pages, and apps for the Conference and other events and services (primarily income-earning events and services).
- Work closely with the Director, Member Services on the acquisition, maintenance, and analysis of member and prospective member information relevant to the timely processing of membership applications, renewals, and expirations, and new member acquisition efforts, the promotion and use of the League 360 online community, the members’ jobs web site, the event registration platform, and the automated marketing communications platform.
- Working with the Director of Member Services, identify information required to provide an understanding of member activities and ensure that they are being properly tracked within the database and that reports can be easily generated.
- Using this information, devise strategies that will increase awareness and use of League products and activities.
- Work with senior staff to determine target audiences for these products, establish goals to be reached, and monitor responses.
- Work with departmental staff on strategies to segment potential audiences and devise specialized communications for those groups.
- Provide support to member orchestra marketing managers, including conference calls and convenings.
- Serve as liaison to member orchestra marketing managers on their needs for the Conference constituency meetings.
- Staff the Earned Income Task Force of the League’s Board.
- Work collaboratively with colleagues in all departments, especially with Constituent Liaisons on the development of member value proposition statements and strategies.
- In collaboration with other colleagues, set pricing for League products and services.
- Supervise the Manager of Digital Communications.
- Other duties as assigned.
BA and a minimum of five years of experience related to membership marketing, with experience in the marketing mix of product, price, place, and promotion, or the equivalent. The candidate should possess both a marketing mindset – including strong writing, sales, and market segmentation skills – and technical knowledge and skills. The candidate should have an awareness of broader trends affecting both orchestras and membership associations along with excellent interpersonal skills, i.e., the ability to interact professionally and persuasively on the phone, by email, and in person with all levels of members, staff, and the general public.
The candidate should possess a high comfort level with databases, online member communities and discussion groups, and Microsoft Excel, Word, and PowerPoint. Experience with Higher Logic, Real Magnet, and Fonteva or Salesforce is a plus. Interest in the arts and a knowledge of music are preferred. The candidate should be committed to advancing equity, diversity, and inclusion (EDI) in the orchestral field and to developing and executing marketing and membership strategies and tactics with an EDI lens. Other attributes preferred: analytical, goal oriented, organized, and detail oriented with a strong service mentality and work ethic.